Managing roles and seats
Seats at a glance
| Tier | Seats | Guests |
|---|---|---|
| Team | 5, flat price | Free and uncounted, up to 25 |
| Practice | 15, flat price | Free and uncounted, up to 25 |
Seats are flat-rate: a Team workspace costs the same whether it has two people on it or five. Only owners and members use a seat — guests never do (a workspace can hold up to 25 of them). This is what makes free client access to a portal or a shared board workable at scale.
Changing someone's role
From Account → Organisation, an owner can change any other member's role using the dropdown next to their name — between Owner, Member and Guest. Promoting a guest into a seat follows the same rules as inviting one: a free seat must exist, and the address must be on your practice's own email domain (see Seats stay on your practice's email domain). You can't change your own role from this list; if you want to step down as owner, another owner needs to promote someone else first (an organisation should generally keep at least one owner able to manage billing).
What each role can see and do
- Owner — everything a member can do, plus: invite and remove people, change roles, manage billing, set up branding, and (Practice only) create and revoke API keys.
- Member — full access to the shared site pipeline: view, edit, comment, save sites, run reports, use watches. Cannot invite/remove people or touch billing/branding.
- Guest — read-only. Can view what's been shared with them and comment, but cannot edit sites, invite anyone, or see billing or member details in full (a guest sees names only, not other members' email addresses).
When you're full on seats
If every seat is in use and you try to invite another member or owner, you'll be told the workspace is full — inviting more guests still works up to the 25-guest cap, since guests are always free. If you consistently need more than 15 seats, get in touch — Practice's seat count isn't expandable self-serve, but we'll sort out something that fits.
Upgrading from Team to Practice
If you're on Team and upgrade to Practice, your existing workspace is upgraded in place — the same board, sites, files, portals and people. Nobody has to re-claim anything or sign in again. Seats go from 5 to 15 and Practice-only features (bulk CSV screening, API keys, white-label portals) unlock on your next page load.
Downgrading
If you downgrade, it takes effect at the end of your current billing period. Nobody is removed from the workspace when that happens, but new invites are capped back to the lower seat count and Practice-only features stop.